8715_300_uko1_ppt_19
Page 1: Business Context
The T-Level Technical Qualification in Management and Administration (Level 3) introduces various aspects of organizational communication, emphasizing methods and channels critical for effective management.
Page 2: Learning Objectives
By the end of the session, learners should be equipped to:
Identify the purpose of organizational communications.
Explain appropriate communication methods based on context and audience.
Discuss internal and external communications methods.
Consider the formal and informal communication methods along with the tone and format.
Maintain professional etiquette in various communication channels.
Assess the potential impacts on organizations using external public channels.
Page 3: Purpose of Communications in Organizations (1)
Organizational communications entail activities essential for achieving objectives, encompassing both internal and external purposes:
Inform
Instruct
Educate
Entertain
Invite Action (e.g., meetings, purchasing) The purpose of communication is context-dependent, varying based on the audience and situation.
Page 4: Purpose of Communications in Organizations (2)
Information Purposes
Information is perpetually generated, transferred, stored, retrieved, and utilized internally and externally.
The process ensures proper access and continuity of information flow, which plays a crucial role in organizational efficiency.
Page 5: Purpose of Communications in Organizations (3)
Instructional Purposes
Instructional communications provide clear step-by-step guidance:
Change procedures
Build or repair items
Direct next steps These types of communication are prevalent in organizations with defined processes.
Page 6: Purpose of Communications in Organizations (4)
Educational Purposes
Educational communications facilitate learning and comprehension:
Encouraging efforts
Modifying attitudes
Stimulating thinking This type of communication is vital for embedding and altering an organization's culture and values.
Page 7: Purpose of Communications in Organizations (5)
Entertainment Purposes
Communication can entertain, aiming to:
Capture audience attention
Amuse and convey messages
Connect the brand to pleasurable experiences Engaging narratives and shared values often characterize entertaining communications.
Page 8: Purpose of Communications in Organizations (6)
Inviting Actions
Communications directed at inspiring actions are designed to:
Mobilize individuals
Provide clear calls to actions (CTA) This type is essential to spur direct engagement with audiences, enhancing sales or interactions.
Page 9: Internal and External Communications
Internal and external communications are interdependent, each requiring distinct strategies:
Messages
Audiences
Channels
Focus and Aims Despite their differences, alignment is needed to convey consistent core organizational messages.
Page 10: Internal and External Communications - Methods
Diverse methods are employed based on the content and formality level:
Face to face/verbal
Non-verbal
Written There is often overlap in methods utilized across different communications channels.
Page 11: Internal Communications Strategies - Focus and Aims
Internal strategies should consider the business's size and structure:
Micro Businesses: Direct communications with the single owner.
Large Businesses: Hierarchical layers with complex information flows. Focus and Aims:
Informing, motivating, guiding, and supporting employees are essential to align them with organizational goals.
Page 12: Internal Communications Strategies - Audiences
The internal audience comprises employees across various locations and organizational levels:
Including remote workers and multi-sites.
Ensuring effective communication that transcends hierarchy is necessary for organizational coherence.
Page 13: Internal Communications Strategies - Channels (1)
Internal communications employ formal and informal channels:
Face to face/verbal: Meetings, presentations, webinars.
Verbal: Telephone discussions. Such channels need personal engagement to foster connection and clarity.
Page 14: Internal Communications Strategies - Channels (2)
Non-verbal and written methods are critical:
Non-verbal: Intranet updates, posters, newsletters.
Written: Emails, social media posts, and mobile apps. Clarity and message consistency are key across these channels.
Page 15: Internal Communications Strategies - Tone
The tone should relate to employees, reflecting the organization’s culture:
Use inclusive language (we/us) rather than formal business names.
Foster direct interactions to build relationships and trust.
Page 16: Internal Communications Strategies - Types of Content
Internal content is designed to keep employees informed and engaged:
Bulletins: Sharing progress and objectives.
Newsletters: Celebrating achievements.
Emails: Updates and information requests. Keeping employees informed builds trust and cohesion.
Page 17: External Communication Strategies - Focus and Aims
The primary focus of external communications is to engage customers while also considering other stakeholders:
Presentation of a positive organizational image and demonstrating ethical standards is essential.
Page 18: External Communication Strategies - Audiences
External communications target various stakeholders beyond customers:
This includes suppliers, investors, regulators, and the general public, addressing their specific needs and interests.
Page 19: External Communication Strategies - Channels (1)
External communications largely rely on formal methods:
Face to face/verbal: In-store customer interactions and seminars.
Verbal communications: Customer feedback mechanisms and advertisements enhance service delivery.
Page 20: External Communication Strategies - Channels (2)
Wider use of non-verbal and written channels enhances marketing outreach:
Non-verbal: Print materials, social media posts.
Written: Emails, reports that provide essential information to stakeholders.
Page 21: External Communication Strategies - Tone
The tone in external communications should align with the brand's identity:
Authority, caring, or cheerful tones can shape customer perceptions appropriately, according to the market or context.
Page 22: External Communication Strategies - Types of Content (1)
Types of content for external communication are often promotional:
Social Media Campaigns: Integrated marketing approaches include posts, images, and offers. These materials should resonate with target audiences effectively.
Page 23: External Communication Strategies - Types of Content (2)
Content aimed at other stakeholders may have a different focus:
Investors and Suppliers: Administrative and compliance-related interactions ensure transparency and accountability. These communications represents crucial operational narratives.
Page 24: Communication - Business Etiquette
Etiquette in business aligns with accepted conduct and professionalism:
It encompasses punctuality, attentiveness, and respectful communication.
Page 25: Types of Business Etiquette (1)
Etiquette rules govern professional interactions:
Includes meeting punctuality, maintaining professionalism, and effectively managing phone communications.
Page 26: Types of Business Etiquette (2)
Essential rules for every business interaction:
Emphasizing greetings, name recognition, adherence to dress codes, and appropriate body language. Cultivating respect and rapport is paramount.
Page 27: Business Etiquette
Proper etiquette enhances professional standing and communication effectiveness:
It fosters a credible and capable reputation, impacting workplace interactions significantly.
Page 28: Summary - What We Did
Key aspects addressed included:
Identifying organizational communication purposes.
Discussing appropriate communication methods.
Evaluating internal and external communication approaches and strategies.
Emphasizing professional etiquette across various channels.
Page 29: Questions
Inquiries about 'T-LEVELS' can be directed towards further clarification of the Communication strategies and techniques discussed.